Ohio Statewide Automated Child Welfare Information System

1
Ohio Statewide AutomatedChild Welfare
Information System

• SACWIS Statewide User Group Meeting
• September 7, 2007

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Agenda

• Welcome
• Project Updates
• Provider Update
• Helpdesk
• Training Update
• Financial Team Overview
• Wrap-up

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Project Updates
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Joan Denman

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Update/Implementation

• 49 Counties Live with SACWIS
• Muskingum, Columbiana, Licking, Butler,
  Ashtabula, Athens, Portage, Scioto, Ashland,
  Clark, Madison, Mahoning, Marion, Morrow,
  Montgomery, Noble, Wayne, Geauga, Washington,
  Harrison, Lake, Tuscarawas, Champaign, Darke,
  Hardin, Hocking, Paulding, Seneca, Vinton,
  Gallia, Meigs, Putnam, Shelby, Wood, Franklin,
  Allen, Crawford, Holmes, Williams, Adams,
  Delaware, Logan, Mercer, Miami, Fayette, Jackson,
  Medina, Pickaway, and Pike
• 9/10 Belmont, Jefferson, Coshocton, Guernsey,
  Perry, Morgan and Monroe

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Update/Implementation

• All SIS Counties will be converted to SACWIS by
  11/1/07
• All PCSAs converted to SACWIS by 2/1/08
• SACWIS Home Team is having weekly calls with all
  remaining counties
• Data Clean-up
• Complete PDP
• Review data in Dry Run

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Update/Communications

• SACWIS All Directors Meeting Held
• July 31, 2007
• OCF Will Convene New Partnership Forum September
  20, 2007-Agenda will Include SACWIS
• Weekly Calls with SACWIS Production Counties
  Continue Using New Format
• Final Go Live Calls Occur with Agency Leads
  Week Prior to Implementation
• Web site Currently Being Updated
• Front Page
• Training Exercises
• WBT Module 3
• Recent Presentations

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Update/Reporting User Group

• Ad Hoc Reporting Workgroup
• Internal Team working
• Looking at alternative reporting software
• Will Convene 1st Workgroup Meeting this Fall

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Provider Update
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Tim Doyle-Wenger

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Provider Update

• 421 Requests Received
• 35 open received since 8/23/07
• 31 Pending
• Additional information from Counties
• Data Fix
• Assignment to Provider
• Certification Span entered in error
• Financial Team updates

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Provider Update

• Updating Agency Certification Records and linking
  CRC and Group Home
• Load all Private Network Homes from Host FACSIS
  to SACWIS
• Target completion 9/24/07
• Provider Merge
• Foster to Foster
• Adoptive to Adoptive
• Foster to Adoptive
• Phase 2
• CRC
• Group Homes

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Kinship Homestudy

• Revised approach for Kinship Homestudy
• Bypass the Homestudy Approval Process
• Utilizes components of Provider Record
• Critical Pieces
• Documentation of BCII Local Record Check and
  Safety Audit in Activity Log

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Helpdesk
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Gary Stought

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Helpdesk Overview

• Normal business hours for the SACWIS Help Desk
  are
• 800 a.m. 500 p.m., Monday Friday, excluding
  State Holidays
• You can contact the SACWIS Help Desk by the
  following methods
• Phone Dial 1-800-686-1580, or 614-466-0978,
  select option 3, then option 5, then follow the
  phone menu options.
• Voicemail Dial same numbers as above.  During
  business hours, if no agents are available, you
  may take the voicemail option.  After business
  hours, you will automatically be directed to
  voicemail.
• Email sacwis_help_desk_at_odjfs.state.oh.us
• Fax  (To be determined)

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Agenda

• SACWIS Forum
• Live County Calls
• Knowledge Base Reorganization

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SACWIS Forum

• To suscribe to the SACWIS forum please send an
  email to
• SACWIS-subscribe_at_yahoogroups.com
• Or you can go to the following link and request
  to be a member
• http//finance.groups.yahoo.com/group/SACWIS/membe
  rs
• Note A Yahoo account is required for this group.
  Creating a Yahoo account is free of charge.
  This is a secure group Please include your name
  and county when you send in your subscription
  email.

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SACWIS Forum

• Currently 70 members
• 159 discussion messages
• Links to GroupWise Web, Knowledge Base, SACWIS
  Production, SACWIS Web Page
• For a set of instructions to become a
• Forum member, send an email to Gary Stought,
  STOUGG_at_odjfs.state.oh.us

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Live County Calls

• Discuss questions submitted by users
• Recent fixes made to SACWIS
• Open discussion questions presented
• New work around ideas
• Learn other county business processes
• Discussion notes will be posted on the Knowledge
  Base.

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Live County Calls
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Live County Calls

• Submitting county call questions
• Intake/Case Gary Stought
• Provider/Admin Gary Stought
• Finance Kathy Bartlett
• Questions must be submitted by 5pm each Monday
  for Discussion on that weeks call

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Knowledge Base Reorganization

• Broken into SACWIS tabs
• New this month folder
• Weekly county call folder
• Suggestions???

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Knowledge Base
22
Knowledge Base
23
Knowledge Base
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Knowledge Base
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Helpdesk

• Suggestions, Questions???

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Training Update
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Sharon Griffith

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Training Update

• Gyrus Training Wizard Update
• Interim Training Registration Process
• Akron RTC
• Susan Phillips phills02_at_odjfs.state.oh.us
• Bowling Green/Cincinnati RTC
• Carol Thompson thompc05_at_odjfs.state.oh.us
• Columbus RTC
• Crystal Ufferman ufferc01_at_odjfs.state.oh.us
• Zanesville RTC
• Jack South southj01_at_odjfs.state.oh.us

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Additional Training Slots

• Email Sharon Griffith griffs02_at_odjfs.state.oh.us
  
• New Employees Training Needs

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Financial Team
OHIO STATEWIDE AUTOMATED CHILD WELFARE
INFORMATION SYSTEM

• Kristin Wood
• Kathy Bartlett

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Current Counties Financially Live

• AA and FCM
• Columbiana
• Licking
• Muskingum
• Noble
• Butler
• Montgomery
• Franklin

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Current Counties Financially Live

• AA
• Athens
• Ashtabula
• Ashland
• Morrow

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Our Challenges - Data

• SACWIS has different data requirements to process
  payments and reimbursements than the legacy
  systems do
• For SIS counties, substantial portions of this
  data is not available through the conversion
• Data that is available through the conversion is
  often incomplete or inaccurate
• Examples
• Service information for placements
• SAMS subsidy information
• Home Study information
• Contract information

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Our Challenges Learning Curve

• Learning the financial portion of the application
  takes more time than the case management this is
  true for a couple of reasons
• To meet all the various business requirements,
  the financial portion of the application is
  complicated
• The financial component of SACWIS is more tightly
  coupled with the casework portion of the
  application than the legacy systems

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Our Challenges Cut-over

• The first one or two times processing payments
  requires more work than ongoing processing will
• For the first run, data must be seeded to prevent
  processing payments already generated from the
  legacy system
• For counties doing duel entry, there will be a
  greater volume of retroactive payments than on an
  ongoing basis

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Meeting the Challenges Data

• Continue to strive for improvements in converted
  data quality and quantity
• Developed utilities to allow State Staff to
  augment data in SACWIS free from business rules
• Added/ reorganized staff to better analyze and
  augment data
• Financial Team

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Meeting the Challenges Learning Curve

• Staffed and trained a Financial Road Team
• The team began providing on-site support in
  Franklin County
• They began visiting SIS counties the week of
  August 6th
• Currently working in 14 counties
• The team works side by side with Agency staff to
  prepare/ correct data for financial processing
• Weekly financial teleconferences are held with
  SACWIS live counties
• specific issues/questions are addressed to
  bridge the learning curve gap

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Meeting the Challenges Cut-over

• Have made the option of dual-entry available to
  counties to allow more time to complete tasks as
  well as maintain cash-flow
• Cut-over will continue to be a challenge for both
  the project and the Agencies due to the other
  challenges outlined above

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Current Status Adoption Assistance and SAMS

• Have developed and refined utilities to allow
  State staff to enter and correct subsidy records
  for historical data
• Made great strides in improving the data quality
  of converted data
• Added a new report in SACWIS to show the current
  AA/SAMS Roster for the Agency
• Recommending beginning cut-over for AA/ SAMS much
  earlier now

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Current Status Medicaid

• Have developed and refined utilities to allow
  State staff to enter and correct Medicaid
  eligibility records for historical data and
  current data
• Added a new report in SACWIS to show the current
  Medicaid Roster for the Agency
• Except in rare occasions, Medicaid cut-over is
  usually the month following SACWIS go-live

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Current Status FCM

• Added a new report in SACWIS to show the current
  Placement Roster for the Agency
• Remains the single largest challenge for the
  Financial Team

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Cutover

• The goal is to cut-over new counties each month
• AA/FCM cut-over can be different months
• The decision as to which month to cut-over will
  be a joint decision between the project team and
  the Agency
• Agency requests will be accommodated for specific
  months to the extent that project staffing will
  allow

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FCM Cutover

• The following criteria is used to determine
  on-site schedule Data Volume (Number of
  Placements)
• Protect Ohio Status
• Agency Placement Practices (Own Home vs.
  Purchased Care)
• Agency Preparedness
• Agency Preference

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FCM Cutover Agency Preference Considerations

• An agency should consider the following when
  determining a preference for financial go-live
• Ability to maintain dual data-entry requirements
• Tolerance for a delay in county FCM reimbursement
• Staffing availability to review and correct data

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FCM Cutover Project Support

• Before processing in production the first time,
  the Agency will receive the following support
• On-site support from the Financial Road Team
• At least one test run coordinated by the
  Financial Home Team
• Instructions on how to access and use the reports
  generated from SACWIS for financial processes

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Adoption Assistance

• Person Records
• Finalized children are converted with two person
  records
• Pre-Adoptive Child Old Person
• Post-Adoptive Child New Person
• Do not merge Old New Person records

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Adoption Assistance

• Person Records
• How to determine if a Person record is an Old or
  New Person record
• IV-E Numbers
• The Old Person Record will contain the county
  IV-E Number
• The New Person Record will contain a SACWIS
  generated IV-E Number beginning with 089

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Adoption Assistance

• What can your Agency do to prepare?
• SACWIS Live Counties
• Generate the AA Subsidy Report
• Information to Verify
• Provider ID
• Address
• End Date
• Subsidy Amount
• Identify children who should be eligible to age 21

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Adoption Assistance

• What can your Agency do to prepare?
• FACSIS Counties
• Review Conversion Error Report Adoptive Parent
  Name Missing for Adoption Assistance
• Submit 1659s for Missing Payments
• Verify that most recent 338 Event (FCM/AA Payment
  Auth) is correct

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Medicaid Eligibility

• Old/New Person records
• Medicaid Span on Old Person record will be closed
  the last day of the conversion month
• Medicaid Span on New Person record will be opened
  the first day of the month following conversion
• Children residing out of state
• Children must be linked to a case

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Medicaid Eligibility

• What can your Agency do to prepare?
• SACWIS Counties
• Generate Agency Medicaid Eligibility Roster
  report
• Information to Verify
• The correct children appear on the report
• Children are not duplicated on the report
• C/O information
• Address
• Child Name

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Financial Readiness

• What can your Agency do to prepare?
• FACSIS Counties
• Verify that the following events have been
  entered correctly for IV-E Reimbursable children
• 334 Event (FCM Initial Determination)
• 202 Event (FCM Reimbursability Established)
• 204 Event (FCM Reimbursability Terminated)

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Dual Entry

• IV-E Numbers
• Enter the county assigned IV-E Number in SACWIS
  as Foster Care Maintenance or Adoption
  Assistance reference type
• Medicaid Events
• 356 Event 358 Event are no longer needed after
  county is live with Medicaid in SACWIS
• FCM AA
• All events that are required to generate FCM AA
  from FACSIS should be entered until county is
  financially live